EP1185944A1

EP1185944A1 - A method for computer controlled distribution of information over a number of different communication systems and a system for the accomplishment of the method

Info

Publication number: EP1185944A1
Application number: EP00921239A
Authority: EP
Inventors: Sven Prytz
Original assignee: Webgiro AB
Current assignee: Webgiro AB
Priority date: 1999-03-24
Filing date: 2000-03-23
Publication date: 2002-03-13
Also published as: SE9901069L; CN1348567A; WO2000057322A1; JP2002540509A; KR20020003868A; AU4157700A; CA2367083A1; SE9901069D0; SE512898C2

Abstract

Method and system for computer-controlled distribution of information via a number of different communication systems from a computer-based sender system (1) within a correspondence system arranged for the production of electronic data for the control of a number of printers (8). A control unit (9) is arranged in the respective transmission line for the above-mentioned electronic data to the printer (8). Upon activation the control unit receives this data intended for the printer and transfers it to a database (2) arranged for the purpose during a break in the transmission to the printer (8). The database is provided with a comprehensive directory (16) of addresses including electronic addresses where available and on the basis of the relevant recipient identification transmitted from the sender system (1) via the control unit (9) obtains an adequate electronic address in the directory if such address is available, after which the information is transmitted to the address in question via electronic distribution. For recipient identification transmitted to the database for which an electronic address cannot be obtained, the above-mentioned data is transmitted to the respective printer (8) for the printing out of documents which can be sent by post.

Description

A method for computer controlled distribution of information over a number of different communication systems and a system for the accomplishment of the method.

TECHNICAL FIELD:

This invention relates to a method for computer- controlled distribution of information via a number of different communication systems and system for the application of the method.

CURRENT TECHNOLOGY: For the transmission of document information between different parties such as between different companies or between companies and private individuals, there are principally two distribution systems available, namely via letter post and via electronic document transmission such as via fax or e-mail. Particularly within the business community there is a desire to limit the use of letter post as much as possible as it results in extensive paper handling and consumption of paper, not only for documents but also for envelopes. At the same time postal charges are high and the postal service relatively slow and sometimes rather unreliable. By the use of fax, paper handling is reduced and the information reaches the recipient very quickly. In addition the sender can obtain confirmation that the information has arrived. E-mail offers even greater benefits. To a certain extent the transmission of information can take place completely without the use of paper, if the information is written to computer memory on the premises of the sender and transferred and read off on the recipient' s computer monitor, enabling the recipient to decide whether the message is to be stored electronically, on paper, or not stored at all. An advantage unique to e-mail is that the electronically-stored information can be used by both the sender and the recipient for editing, for transferring completely or in part to a store or to working files so that it can be used for data processing.

In spite of the fact that electronic communication has many considerable advantages compared to letter post, the latter is still used to a great extent, particularly for private mail as is to be expected but also for outgoing mail from companies which, however, usually have the equipment available for electronic communication .

There are several reasons for electronic communication being used to a limited extent in spite of the equipment being available. There will probably always be documents which are only suitable for physical conveyance, in particular original material such as signed legal documents and also material with a large volume, such as books and other extensive printed material. One reason which should, however, be able to be largely eliminated is the uncertainly on the part of the sender as to whether the recipient has the facilities to receive and handle electronically transmitted information and if so by what means and to what address. On the other hand practically every imaginable contact has a known postal address, which means that the postal service is used as a necessity for much correspondence. For example, authorities and institutions such as banks regularly use the postal services for messages, injunctions, transaction confirmations, account communications and in particular for invoices. In spite of all its advantages, the relatively widespread use of electronic communication is limited to messages between companies and other parties between which there is close interaction and a frequent exchange of information. It is therefore the case that within companies, institutions and authorities great gains could be made if the postal service was to be replaced by electronic communication whenever it was possible to do so. The gains would not just lie in the actual service being rationalized and having the least possible manual involvement but also in the information being able to be produced by the sender in a considerably more rational way than when using the postal service and in particular in the fact that it would be able to be used by the recipient directly as an input for further processing and storage whereas paper documents must often be transferred manually into a digital form before they can be worked on. This is particularly marked where accounting is concerned, as most companies today do their bookkeeping, ledger entries and financial reports by means of data processing using computers. It is therefore necessary for paper documents such as invoices, bank statements, etc, to be entered manually in order to be integrated in the data processing.

DESCRIPTION OF THE INVENTION: This invention concerns a method for computer- controlled selection of distribution paths for information of various kinds produced on the premises of a sender in such a way that the best available distribution path is selected. The invention also concerns a communication and process system for the implementation of the method.

The intended information is produced in data form on the premises of the sender and transferred to a "distribution exchange", which independently analyses the information with respect to the reception address and type, and on the basis of the analysis selects the best communication path to be used and thereafter is responsible for the distribution. The method and the system for its implementation create many opportunities both on the premises of the sender and recipient for high-level rationalization of the production and further processing of the information.

Another important advantage of the invention is that it provides a high level of security against incorrect processing of the data, both on the premises of the sender and of the recipient. Similarly, high security is achieved against incorrect addressing and against siphoning off of information to unauthorized parties.

An additional and very important advantage is that the system can be introduced and utilized on the premises of the user without requiring any extensive installation work, and much of the work in the form of entering basic data, utilizing new computer programs and training of personnel can be eliminated by use of the method and system according to the invention.

DESCRIPTION OF THE FIGURES:

In the following the method and system according to the invention will be described with reference to the attached drawings which show the system diagrammatically .

Figure 1 shows a block diagram of the system regarding its function for production and distribution of information on the premises of the sender; and Figure 2 shows a corresponding block diagram regarding the function of the system for the reception of information.

PREFERRED EMBODIMENTS

In the following the method and system are described in a mode of application aimed initially for accounting information with associated correspondence within a company or institution. Below are listed the most important processes and the documents associated with these within such accounting.

I. The debiting procedure

1. Production of basic debiting data on the basis of recorded deliveries, work carried out, etc 2. Determination of debiting data a) addressee b) specification c) amount d) terms 3. Internal recording of debiting data for the drawing up of: a) ledgers b) payment follow-up c) financial reporting 4. Production of invoices in the form determined by the method of distribution (see 5 below) 5. Distribution of invoices in accordance with any of the methods: a) the postal services b) by fax c) by e-mail via printer on the premises of the recipient d) direct electronic transmission of data to the data system on the premises of the recipient in accordance with the agreed addressing I. The reception process

1. Arrival of invoice/invoicing data via: a) the postal services b) fax c) e-mail via printer d) direct input of data into the recipient's data system in accordance with the agreed addressing

2. Sorting of correspondence by content such as : a) payment instructions, for example invoices, demands for fees b) reporting of financial data concerning payments made, payments received, balances, etc c) other finance-related correspondence, for example queries concerning invoices issued, requests for quotes, orders, messages concerning payment difficulties d) correspondence not related to finances which is to result in action, for example injunctions and demands from the authorities or other correspondence with a fixed reply deadline e) correspondence not related to finances, of a general and informative nature

3. Internal distribution of incoming correspondence in accordance with its classification (II.2 a-e)

Classification in accordance with (2) a,b) To be recorded as financial data in the internal accounting system which is assumed to be computer-based c) to be distributed internally to the department/person responsible for the sector to which the matter is related d) the deadline is to be noted and the communication is to be distributed to the responsible party within the sector to which the action refers e) messages with possible relevance to the current business activity are to be distributed to the departments/persons concerned, for information and possible action .

As can be seen, after sorting, the finance-related correspondence (2a, b) can be recorded in the recipient's computer-based accounting system and results in relatively little manual processing. Other correspondence (2c, d, e) can not be rationalized to the same extent, but practically always requires personal consideration and action. However, computer-based tools such as checking and memory functions, word-processing, etc, can be used.

III. Processes brought about by the incoming correspondence

1. Payment processes, which after the arrival of the invoice or other payment demand has been recorded in a computer-based accounting system can be paid automatically via a bank, bank giro or postal giro by means of correct programming

2. Financial reporting which for a well- developed computer-based accounting system can be produced by means of a suitable computer program.

3. Following up of financial reports after examination. Can result in the redistribution of funds, taking up or payment of loans, reorganization of certain business activities and other measures which in general fall under the area of responsibility of the management. Computer-based tools can only be used to a limited extent. 4. Correspondence not related to finance. Financial management controlled by computer can only be used for certain activities with well-established routines which are used frequently. However, in general there is a need for computer-based tools.

As shown by the above list there are great opportunities to rationalize the debiting procedure (I) by means of computer-based data processing. The first precondition for this it that the sender has access to a computer-based accounting system and computer programs for the requisite processes. This is the case for large companies and to an ever increasing extent also for smaller companies, and is always the case for companies and institutions with extensive financial management tasks, such as banks, insurance companies and certain authorities. However, the distribution (1.5) of invoices and other payment demands has not been fully rationalized as there is a dependence upon the reception capabilities of the recipient and the sender's knowledge of these. For received correspondence (II) there is similarly a dependence upon the correspondence medium used by the sender and, as mentioned, a sender will often not use the most rational distribution channel due to uncertainty regarding the available means of distribution. This means of course that the form of the received correspondence is determined by this uncertainty. If the distribution takes place in a less rational way which is not based on electronic methods, this also has an adverse effect on the opportunities for rationalizing the sorting (II.2) and also affects the recording in the computer-based accounting system (II.3, a and b) , so that there must be manual involvement. When recording in the accounting system has been carried out, the subsequent accounting measures (III - 1 , 2) can be carried out rationally if the accounting system is designed for this. Accounting within companies and institutions is intrinsically well suited to computer-aided rationalization, which is also shown by the fact that such rationalization has been introduced relatively quickly and widely within the financial sector. As can be seen from the above, the main obstacle to optimal rationalization is the lack of rationalization of the distribution of the finance-related correspondence. Another obstacle particularly related to smaller companies is a lack of investment funds and time for the setting up of a well-developed accounting system.

Even though accounting has been mentioned as an area well-suited to the utilization of the invention, this does not exclude there being other areas where repeated routines occur. Examples of such areas are the booking of tickets and ordering of goods.

Other sent and received correspondence which is not based on set repeatable routines such as those relating to accounting does not provide the same opportunities for rationalization but requires a considerable degree of personal decision-taking and action. Here it will largely continue to be necessary to be satisfied with utilizing the available tools in the rationalization process, such as computer-based information systems, computer-based management tools, etc. However, even here an important rationalization factor can be the fact that rational distribution is utilized. This is carried out to an ever increasing extent by fax and e- mail. However, here the restrictions also apply originating from the fact that it is not known what reception options the recipient has, for which reason the expensive and slow postal services must be used.

In the following the system according to the invention and the method in connection with this for the implementation of debiting procedures will be described. Reference is made first to the block diagram in Figure 1.

This depicts a system comprising three main parts: the sending party's subsystem 1 (above and to the left of the dotted line in the figure) , an external service unit, in the following called the database 2 (to the right of the dotted line) and the recipient's subsystem 3 (below the dotted line) . The subsystem 1 comprises one or more units for which the following definitions apply: computer 4, scanner 5, server 6 including requisite memory units, accounting system 7, printer 8, control unit 9 for correspondence and its distribution. Within the sender's subsystem 1 there can be several of these units. Some units can be omitted, while other types of unit for data processing and storage can be included. However, it is necessary for there to be units for entering electronic data into the control unit 9 and at least one printer 8 connected to this. Concerning the accounting system 7, this can be designated as a function within the system and does not need to be regarded as a separate hardware unit but can be integrated into the rest of the data processing system. In this case the function is to comprise the ability to enter financial data, storage and processing of this and output of the data which is produced from the entered material by means of the data processing.

The database 2 is intended to comprise a service unit which can be used by several subsystems 1 on the premises of the companies and institutions. The database is connected to control units in the connected subsystems via connections 15, which can be cable links or wireless connections and preferably a connection via some available data network. The database 2 comprises a data register 16 with an advanced search function for searching and extracting data from a large quantity of stored data. A connection unit 17 is connected to the incoming connection 15 from the subsystem 1 and to the data register 16 and also to outgoing connections 18, 19 and 20. In addition it is assumed that the connection unit is connected to one or more computers 21 with monitors and keyboards for human interface .

The sender' s subsystem 1 and the database are designed for communication to a number of recipients, which in the figure are represented by the subsystem 3. These recipient systems can have different equipment for the reception of correspondence. The different reception units which can occur are represented in Figure 1 by the following definitions: incoming postbox 25 for postal correspondence, fax machine 26, printer 27 connected to a computer for the reception of e-mail, and a data storage and data processing unit 28 for the reception of data in accordance with special addressing and activation codifying. Different recipient systems can therefore have a greater or lesser extent, from the case where it is only possible to use the postal services for document-based communication which is to be registered, to the case where there is a comprehensively developed system with special addressing and activation functions in unit 28. Examples of such functions are transfers between accounts in different banks where a codified remote message triggers the transactions with account entry and subsequent confirmation operations. The different extent of the subsystems 3 on the premises of the respective prospective recipients is the reason for the abovementioned uncertainty regarding which means of distribution can be used by the user. As mentioned, the database is connected to the control unit 9, which in turn is connected for the reception of data produced in the user system' s data system and arranged to control the printer 8. The control unit 9 is thereby arranged to transmit the received information via the line 15 to the control unit 17 of the database 2 during breaks in the transmission of this data to the printer. The transmission to the database initiates a search process in the register unit 16. This is arranged to search for correspondences for the addressee identifications included in data obtained from the control unit 9, in particular name and address information, and if these do not contain relevant electronic address information, to search for such information.

The process described can result either in a relevant electronic address being found from the identification data obtained from the control unit 9 or by the search process, or in no such data being found. If there is an electronic address the database takes over the forwarding, which is carried out electronically via the addressable data system 28, e-mail 27 or fax 26 in that order of priority. If no electronic address can be found, the received data is returned to the control unit 9 and forwarded to the printer 8, which is activated to print out the corresponding document for delivery by post.

Directory information in the database can be obtained from a number of media such as telephone directories, fax directories, e-mail directories, official directories, etc., which generally are available in digital form, often via CD-ROM. As far as possible each address is supplemented with its address (es) for electronic communication: electronic addressing unit 28 with its codes, e-mail address or fax number. If no useable electronic address can be found, distribution to the incoming postbox 25 must take place from the sender system' s printer 8 via the normal postal service. In other words, the correspondence in question must be printed out using the printer 8 and sent to the recipient by post as a letter. Other communication to the recipient, which is electronic, is sent as mentioned via the database 2. Accordingly the fax 26 is shown connected to the connection unit 17 of the database by the line 18 via the printer-computer 27 by the line 19 and to the addressable computer system 28 by the line 20. Like the connection 15 these connections can be via cable or wireless and preferably by means of some established data network.

In the function for the intended debiting procedure the control unit 9 constitutes a key element for the implementation of the method according to the invention. It is connected to the server 6 for the reception of data in such a form that it can control the printer 8 for the printing out of documents. Such documents are assumed here to be invoices or other payment demands, which are produced in the sender's subsystem 1. Such production can be implemented in various ways: by manual entry of data via the computer 4, by scanning of documents in the scanner 5 and/or by obtaining it from the accounting system 7. Sources of data to be entered in the accounting system can be of various kinds, such as delivery notes, work reports and incoming debits from sub-suppliers, which in turn can already be recorded in a form suitable for entry and can have been produced in the computer or scanner, for example. In addition the control unit 9 is connected to the printer 8 for the production of documents in such a form that they can be sent by post. As mentioned, the control unit is connected to the database 2 and its connection unit 17 by means of the connection 15. For a debiting procedure the following operations are carried out:

Entered data from the server to the control unit 9 is forwarded via the connection 15 to the database 2 during a temporary break in the connection from the control unit 9 to the printer 8. After entry, addressing data incorporated in the produced and transmitted data quantity is sent to the data register 16 for activation of its search function. The data which is found in the register comprises name and address information for the circle of addressees within the territory which is covered by the agreed service via the database 2. If any electronic addressing capabilities are found for the recipients in question during the searching this is selected with prioritizing of the connection via the addressable unit 28 and thereafter via e-mail and finally by fax. If any of these capabilities are available the database 2 produces from the quantity of data received from the control unit 9 an invoice for the electronic distribution which has been decided upon. The abovementioned data is supplemented by already entered data from the sender for printing out a complete invoice with the sender's logo, etc. In addition it is assumed that text will be included which provides information to the effect that the communication corresponds to the sending of an original invoice and that there will be no delivery by post.

A precondition for this operation being able to be carried out is that an electronic address for the recipient in question is found by the search. As, if such is the case, the electronically transmitted invoice is to replace the postal service, the control unit ensures that no data is supplied to the printer 8 so that no postal delivery takes place. However, if no electronic address is found by the search, the data quantity is returned to the control unit for forwarding to the printer 8. The document thus produced is handled in the normal way for postal delivery. Finally a report is sent from the database to the sender' s accounting system 7 stating that the invoice has been sent and which communication medium was used.

This use of the method using the control unit and the database is given as an example of the use for debiting. There is, however, no reason why it cannot be used for other correspondence, for example for follow- up measures to debiting, such as reminders and dunning letters. However, it can also be used for other correspondence where the sender cannot immediately find which distribution paths are available and where electronic transmission is preferable to the postal service .

Within the scope of the invention it is also the case that the control unit 9 can be extended to include additional functions. An example of such a function is that it is equipped for the programming of particular functions. For example, it is possible for the printer 8 only to be used temporarily for a certain function, for example invoicing, and otherwise to have a more general use. For this it is expedient for there to be a program which is activated so that the abovementioned function of the control unit can be put into effect, that is alternative production of printed communication or electronic communication via the database 2. When this program is not activated the printer is connected directly to the server or other unit in the sender' s subsystem for normal printer applications. If, however, the abovementioned program is put into effect, this can also comprise the abovementioned supplementary data for creating a document in those instances when it is preferred to transmit the company logo or other information for printing out by the printer instead of using pre-printed headed paper or forms . As mentioned, it is assumed that such supplementary data will be able to be entered in the database but it can also be found in a data program for activation of the printer by means of the control unit. Activation of the control unit will also mean that the abovementioned reporting function and updating of the accounting system 7 are maintained in the event of invoicing and other accounting measures.

Activation of the programs which it is wished to use in the sender' s subsystem can of course be carried out by command via, for example, the computer 4 or via a keyboard connected directly to the control unit. -Another way is to connect in a diskette or CD-ROM containing the program in question. A further possibility which is also envisaged, is to provide the control unit or a unit connected to this with a card reader. Using cards from which the program can be read off or activated from a memory, the required function can be ensured by reading the relevant cards. The cards can be clearly marked so that no errors occur, which is important particularly in connection with accounting. The cards can also be distributed only to authorized personnel, so that misuse, for example fraudulent debiting, can be prevented.

Figure 2 shows in greater detail how received correspondence can be handled according to the method in a subsystem 35 on the premises of the recipient

(between and to the left of the dotted lines) . Above the upper dotted line there are the distribution methods 25-28 as shown in figure 1 and which here symbolize the paths for the correspondence coming to the subsystem 35. Below the lower dotted line are the same distribution methods 25-28 but here symbolizing the paths for outgoing correspondence, which is occasioned by the respective incoming correspondence. To the right of the dotted vertical line is the database 2. The subsystem 1 for outgoing correspondence is indicated by a box outlined by dotted lines. It can be assumed that most of the users of the method and the system will have the need to be able both to send and receive correspondence. Here separate systems are described for these functions but in practice it can be expected that they will be integrated with each other to form a complete correspondence system which can be designated 1,35.

The units incorporated in the subsystem 35 can be defined in the following way: a sorting station 36 to which postal correspondence 25, fax messages 26 and e-mails 27 are directed. The incoming material is then sorted, which can be assumed to be carried out manually, into mail that is to be processed by some employee, see the box 37, and mail where the data it contains can be entered via, for example, a computer into a server 38 for the storage of data for processing internally. Such data can, for example, be information from incoming invoices which is recorded manually. Such data can also arrive at the server 38 from employees, box 37.

Electronically addressable data, box 28, is assumed to be entered in the server for data processing directly, without going via the sorting station 36. As indicated by the arrow 40 it is assumed that the server 38 is connected to the subsystem 1 for the production and dispatch of correspondence, cf. the situation in figure 1. It is therefore possible for the server functions for 6 and 38 to be processed and stored in the same unit .

What has been described so far concerns the purely internal handling. If, however, the database 2 is also used for handling incoming data, the sorting station 36 is to be connected to the database 2 directly or via a scanner 41. At least to a certain extent addressable messages are thereby also taken via the distribution path 28 to the database 2 for transmission via this to the server. Employees, box 37, are also connected to the database directly or possibly also via a scanner. The database 2 is preferably arranged for such data processing so that at least to a certain extent scanner messages can be analysed (OCR function) for the production of, for example, sender identification for further automatic data processing where such is possible. When such data is produced it is transmitted to the correspondence system 1,35 for registration.

For the distribution paths for outgoing correspondence, see the lower boxes 25-28, it is the case that what was stated in connection with the description of Figure 1 applies. It is assumed, as for the previous example, that correspondence via the postal services is prepared internally within the company via a combination of the control unit 9 and the printer 8. In addition it can be assumed that a fax machine 26 is available and also sending capabilities for e-mail 27 and possibly also addressable transmission capabilities 28. It can therefore be expected that the employees, box 37, often send their correspondence via one of the abovementioned distribution paths without making use of the database. However, if it is wished to use the database in the way described above for the selection of the distribution path, this requires a direct connection to the database or a connection via a scanner. The server 38 is also assumed to have a bi-directional connection with the database 2, suitably as in the first example via a control unit such as the control unit 9.

Data can thus arrive at the database 2 from various sources: from a system 28 for addressable electronic messages, from the sorting station 36 either directly or via a scanner, from the employee, box 37, and from the server 38 directly or via a control unit. For data arriving from the sorting station 36 and/or the employee or from the server 38 and then via a control unit, the task of the database is to carry out the described search operation and implement distribution in the way described in connection with figure 1.

Several benefits are gained by means of the method and the system according to the invention. We have already pointed out the ability to select the most advantageous distribution path in a simple way by making use of an automatic process controlled by the separate database equipped with search functions for addresses in a comprehensive address directory. This handling can be expected to provide the impetus for the user' s network of contacts to change over to electronic communication, whereby an even larger circle is created within which this rational means of communication is used regularly.

It should be added that the use of the database for distribution, both the internally initiated distribution and the distribution initiated by the incoming correspondence, can constitute a reason for transferring additional services to the database. By means of the channels of communication which are set up, it can be expedient to carry out book-keeping by means of the organization of the database, which particularly for smaller companies can result in lower handling costs, greater security and reduced need for personnel than with corresponding internal financial handling.

The description above is based on the fact that the printer 8 for the printing out of documents which are to be sent by post is situated in connection with the sender system 1 rather than closely connected to the database 2. The control unit 9 can thereby operate in such a way that the database only handles electronic distribution of the computerized information, while on the other hand information which is to be sent by post is handled by the sender system's printer 8, so that a document is produced which can be handed to the postal services on the part of the sender system. This can be a suitable embodiment of the invention, particularly if there is a large quantity of transmissions in document form via post or in some other way such as by courier, for which electronic addressing is not applicable. For example, the addressees concerned may not have fax or an e-mail address or the consignments can largely concern original documents.

Within the scope of the invention the system procedure can, however, be such that one or more printers are connected to the database, so that the control unit or other control function connected to the database activates the connected printer for the printing out of the documents for which searching in the database's address directory reveals that there is no address for electronic distribution available. The document can then be processed for forwarding as a service within the database.

This can be the most suitable embodiment when it is not wished to process some document consignments within the sender system.

Of course data for the document consignments which are not processed within the user system must be reported to the relevant function address in the same.

Claims

PATENT CLAIMS

1. Method for computer-controlled distribution of information via a number of different communication systems from a computer-based user system (1) within a correspondence system (1,35) arranged for the production of electronic data for the control of a number of printers (8) by means of which documents can be produced with information corresponding to the abovementioned electronic data, characterized in that a control unit (9) is arranged in the respective transmission line for the abovementioned electronic data to the respective printer (8) , which control unit upon activation receives this data intended for the printer and transfers it to a database (2) arranged for the purpose during a break in the transmission of the abovementioned data to the printer (8), where the database, which is provided with a comprehensive directory (16) of addresses including electronic addresses where available, searches for an adequate electronic address in the address directory if such address is available, on the basis of the relevant recipient identification transmitted from the sender system (1) via the control unit (9), after which the information is transmitted to the address in question via electronic distribution, while for data concerning recipient identification transmitted to the database for which an electronic address cannot be found, the abovementioned data intended for the respective printer (8) is transmitted to the printer for the printing out of documents which can be sent by post.

2. Method according to Claim 1, characterized in that the database (2) in connection with the abovementioned distribution to the correspondence system (1,35) transmits data concerning information transmission to the correspondence system (1,35) for further data processing.

3. Method according to Claim 1 or 2, characterized in that the correspondence system (1,35) within a subsystem (35) for the reception of correspondence carries out sorting of the incoming correspondence for information suitable for automatic data processing and transfers it electronically to the database (2) for data processing such as supplementing with electronic addresses produced from its directory (16).

4. Method of computer-controlled distribution of information via a number of different communication systems from a computer-based sender system (1) within a correspondence system (1,35) arranged for the production of electronic data related to the abovementioned information and from which data information carriers are produced for the abovementioned distribution, characterized in that the abovementioned data is transmitted to a database (2) arranged for the purpose, where the database which is provided with a comprehensive directory (16) of addresses including electronic addresses where available, obtains an adequate electronic address in the address directory if such address is available, on the basis of the relevant recipient identification transmitted from the sender system (1) via the control unit (9) , after which the information is transmitted to the address in question via electronic distribution, while for data concerning recipient identification transmitted to the database for which an electronic address cannot be obtained, the abovementioned data is transmitted to a printer (8) for the printing out of documents which can be distributed by post.

5. Method according to Claim 4, characterized in that the database (2) in connection with the abovementioned distribution transmits data concerning information transmission to the correspondence system (1,35) for further data processing.

6. Method according to Claim 4 or 5, characterized in that the correspondence system (1,35) within a subsystem (35) for the reception of correspondence carries out sorting of the incoming correspondence for information suitable for automatic data processing and transfers it electronically to the database (2) for data processing, such as supplementing with electronic addresses produced from its directory (16).

7. System for computer-controlled distribution of information via a number of different communication systems utilizing the method according to any of Claims

1-3, characterized in that its correspondence system

(1,35) comprises a computer-based sender system (1) which is arranged for the production of electronic data, a number of printers (8) arranged for the production of documents with information corresponding to the abovementioned electronic data, a control unit

(9) arranged in the respective transmission line for the abovementioned electronic data to the abovementioned printers (8), a database (2) provided with a comprehensive directory (16) of addresses, where the control unit (9) is arranged upon activation to receive data intended for the printer and transfer it to the database during a break in the transmission of the abovementioned data to the printer, with the database arranged to obtain an adequate electronic address upon the reception of the abovementioned data if such address is available and to transmit the information to the address in question via electronic distribution, while for data concerning recipient identification transmitted to the database for which an electronic address cannot be obtained, the database is arranged to transmit the abovementioned data to the respective printer for the printing out of documents which can be sent by post.

8. System according to Claim 7, characterized in that the correspondence system (1,35) comprises a subsystem

(35) for the reception of correspondence, which subsystem comprises a sorting station (36) arranged for the reception of correspondence via the available distribution channels (25, 26, 27, 28) and for sorting such correspondence that is suitable for automatic data processing, such as supplementing with electronic address, and arranged with a data link for transmission to the database (2) of data concerning such correspondence for further data processing and returning to the correspondence system (1,35) for registering and further processing.

9. System for the distribution of information via a number of different communication systems utilizing the method according to any of Claims 4-6, characterized in that its correspondence system (1,35) comprises a computer-based sender system (1) which is arranged for the production of electronic data related to the abovementioned information and from which data information carriers are produced for the abovementioned distribution, a database (2) provided with a comprehensive directory (16) of addresses including electronic addresses where available, at least one printer (8) connected to the database (2) for documents, with the database arranged to receive the abovementioned data and search in the directory for an adequate electronic address if such address is available and to transmit the information to the address in question via electronic distribution, while for data concerning recipient identification transmitted to the database for which an electronic address cannot be obtained, the database is arranged to transmit the abovementioned data to the abovementioned printer (8) for the printing out of documents which can be distributed by post.

10. System according to Claim 9, characterized in that the correspondence system (1,35) comprises a subsystem (35) for the reception of correspondence, which subsystem comprises a sorting station (36) arranged for the reception of correspondence via the available distribution channels (25, 26, 27, 28) and for sorting such correspondence which is suitable for automatic data processing, such as supplementing with electronic address, and arranged with a data link for transmission to the database (2) of data concerning such correspondence for further data processing and returning to the correspondence system (1,35) for registering and further processing.